Gymnastics Club Software: Term Bookings, a Fair Waiting List and Badge Progress

Mythex lets a gymnastics club build term bookings capped by coach ratios and apparatus, a waiting list that offers places in fair order and gets cleaned every term, and a parent portal showing each child's group, badge progress and medical details to confirm. Describe your club in chat, see the live preview, and publish it.

Hundreds waiting, and a phone that never stops

Recreational classes are sold by the term, squads train many hours a week, and holiday camps and birthday parties fill the hall outside term time. Demand far outstrips places, so the waiting list runs into the hundreds and parents ring repeatedly to ask where their child is on it. The list lives in a spreadsheet nobody trusts and is full of children who moved on years ago. Coaches mark badge levels on paper, every group is limited by coach ratios and apparatus, and coaches' safeguarding checks and qualifications have expiry dates that must not lapse.

• Term bookings with existing gymnasts offered first
• Group caps from coach ratios and apparatus
• A waiting list ordered by date added and preferred days
• Badge progress parents can see
• Medical notes and emergency contacts confirmed each term
• Coach qualifications and check expiry dates on the rota

What you can build for gymnastics clubs

Term places, re-enrolment first

Classes are booked for a whole term. Current gymnasts get first refusal on next term's place before anything goes to the waiting list, groups are capped by coach ratio and apparatus, and children only see classes that fit their age and badge level. Camp days book individually with sibling discounts.

Build term booking for my gymnastics club. Classes have an age range, badge level, day and a cap based on coach ratio (1:8 for recreational, 1:6 for preschool). Each term, current gymnasts get a 10-day re-enrolment window before free places are offered to the waiting list. Children only see classes matching their age and badge level. Holiday camp days are booked individually with a sibling discount.

A waiting list families can believe

Each child has date of birth, date added and preferred days, so offers go in a fair, visible order. Every term families confirm they still want a place, leavers are noted with a reason, and squad trial invitations are tracked to outcome.

Create a waiting list CRM for my gymnastics club. Each child has name, date of birth, parent contact, date added and preferred days. Show the list ordered by date added for each age group. Each term, email families to confirm they still want a place and remove those who do not reply in 14 days. Track leavers with a reason, and squad trial invitations from invited to outcome.

A parent page for group, badges and medical details

Parents see each child's group, term dates and badge progress, squad families see training hours, competition entries and kit orders, and medical notes and emergency contacts are confirmed at the start of every term.

Make a parent portal for my gymnastics club. Parents see each child's class, term dates, badge level and skills achieved. Squad parents also see training hours, competition entries and kit orders. At the start of each term, parents must confirm medical notes and emergency contacts before the first session.

Coaches only where they are cleared to coach

Each session needs enough qualified coaches for its ratio and level, coaching qualifications and safeguarding check expiry dates are tracked, and the rota flags anyone about to lapse. Camp days include lunch supervision.

Build a coach rota for my gymnastics club. Coaches have qualification levels and a safeguarding check with an expiry date. Each session needs enough coaches for its ratio and a lead coach of the right level. Flag coaches whose checks expire within 30 days and do not let them be assigned after expiry. Camp days need full-day cover including lunch.

Term fees before the term, with a deadline

Fees vary with class length and weeks in the term, sibling discounts and squad fees apply consistently, competition entries and kit are charged separately, and unpaid places are released by a set date.

Create invoicing for my gymnastics club: term fees calculated from class length and number of weeks, sibling discount on the second child, squad monthly fees, separate invoices for competition entries and kit, and a payment deadline after which the place is released to the waiting list.

Club competitions with a running order

Entries by age group and level, a running order and judge panels issued a week ahead, display tickets for family audiences with limited seats, and consent lists for squad travel.

Build an events app for my gymnastics club: in-house competition entries by age group and level with a closing date, a running order and session times published a week before, ticketed family seats for displays, and travel consent forms for squad trips to external competitions.

Children's data and safeguarding

The club holds children's names, dates of birth, medical notes and parent contacts. Ask for logins so coaches see only their own groups, medical information stays private, photos and videos of gymnasts need parent consent, and coach check expiry dates are enforced on the rota. Check the safeguarding and data rules from your governing body and country.

• Coaches see their own groups only
• Parent consent for photos and video
• Check expiry enforced on the rota

Use the waiting list to plan new classes

A dashboard of enrolment against capacity and waiting list size by age and preferred day shows exactly where a new class would fill. It is a stronger case for hiring a coach or extending hall hours than a feeling from the office. Short videos of each badge skill also cut the 'why no badge yet?' questions.

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